Operations Specialist

One of our top clients in Higher Education and Research is looking for an Operations Specialist to join their team in Los Angeles, CA 90033! The Operations Specialist will provide high-level operational, analytical, and project support to their Principal Investigator. This role is designed for an individual who can operate effectively within a complex academic and research environment, with emphasis on communication development, workflow optimization, data-driven support, and coordination of research administration processes. The position includes responsibility for supporting grant submissions and facilitating the submission and tracking of institutional agreements, requiring strong organizational discipline and attention to compliance requirements.

This position is a 6-month contract-to-hire role and the team intends to bring this person on as a full-time employee at the conclusion of the contract. During the contract, we offer a benefits package, which includes enrollable medical, dental, and vision coverage, as well as flexible spending accounts, 401(k) Savings Plans, and employee assistance programs.

Must Haves:

• Bachelor’s degree or equivalent experience
• 2–5 years of experience in administrative, research support, or operations roles
• Advanced proficiency in Microsoft Office and/or Google Workspace

Plusses:

• Demonstrated experience supporting document preparation and/or structured submission processes (e.g., NIH or Foundation sponsors)
• Experience in an academic, research, or healthcare environment
• Familiarity with project management tools (e.g. Smartsheet, Monday, Asana)

Key Responsibilities

• Presentation & Communication Development
• Assist in the design and production of high-quality slide decks for academic, institutional, and external audiences
• Ensure consistency and clarity in all materials
• Technology & Workflow Enablement
• Leverage productivity and project management tools to streamline administrative workflows
• Evaluate and implement new technologies, including AI-enabled tools, to improve administrative efficiency
• Grant Submission Support
• Assist in preparation and coordination of grant submissions (e.g., NIH, Foundation sponsors)
• Compile and format application supporting documentation (biosketches, other support, etc)
• Maintain updated records of published papers and associated grants
• Coordinate with relevant stakeholders (e.g., departmental administration, grants offices, collaborators) and ensure adherence to sponsor and USC requirements
• Agreements Submission & Tracking (NDA, MTA, etc.)
• Coordinate submission of institutional agreements through appropriate USC channels. Track agreement status, and renewal timelines
• Liaise with internal offices (e.g., contracts, technology transfer, legal) and external partners to facilitate timely processing
• Maintain organized records of agreements and associated documentation
• Systems & Process Optimization
• Identify inefficiencies and implement scalable workflows for tracking agreements, and operational priorities
• Develop and maintain systems (e.g., trackers, dashboards) for monitoring deadlines and deliverables
• Maintain organized digital environments (shared drives, repositories, tracking tools)
• Data & Analytical Support
• Develop, maintain, and analyze spreadsheets and structured datasets to support operational tracking and decision-making
• Synthesize data into concise summaries and executive-ready reports
• Organize and maintain accessible data systems across multiple initiatives
• Confidentiality & Judgment
• Handle sensitive information, including unpublished research and contractual materials, with discretion
• Exercise sound judgment in prioritizing work and managing competing demands
• Frame issues and present structured options to support decision-making